CHINNOR ALLOTMENT & GARDEN
ASSOCIATION ESTABLISHED Circa. 1840
Provisional Minutes for Meeting: 18th December @ 7pm in CVH
CAGA Committee Meeting 20th December
Present
Trish Snook (Chair) (PS), Sandy Russell (SR), Peter Greenway (PG) Maureen Dyroff (MD) Margaret Lambert (ML)
Note. SR had to leave the meeting early so the financial report, insurance and report from the social were taken first. SR left after items on finance, insurance and mulled wine get together were taken.
Action PS to feed back to MI and then letters can be sent.
Further discussion to be held at January meeting including approval of minutes.
SR presented the accounts. The balance is £60 less as the bill for the hire of the room in CVH for November, December and January has been paid.
The Social event on the 15th made a £69 profit.
The number of people prepaying for raffle tickets is increasing. SR suggested that a note of how to prepay is included in the newsletter.
Action MI to include in next newsletter
Councillor Webb has expressed concerns about the transfer of the meat (for the meat raffle) from the butchers to the DC fridge. The butcher said the temperature in our fridge is the same as his cold store. To get the winners to collect the meat from the butchers would be difficult for those working. It was proposed that we buy a fridge thermometer and check the temperature every Sunday to demonstrate a secure cold chain.
Actions MD to buy fridge thermometer, and ML to produce a chart to record temperature and by whom.
Rent Increases
PS reported that some of the older members were complaining about the rent rise. She tried to compare rents with other local sites. Our rent is similar to those in Oxford and more expensive than those in Stokenchurch and Kingston Blount. However, we have amenities, the shop, kitchen and toilet.
The rent covers services provided by CAGA and to building a fund to replace the DC.
The reason for the increase needs to be made clear to plot holders.
MD had been asked by a plot holder why they need to be a CAGA member. It is not in the constitution and needs to be included.
Shop very quiet, only to be expected at this time of year. Seed order had come in and we are expecting seed potatoes and other stock in February.
Peat-based compost is obtained from Eire and is therefore subject to EU legislation and not DEFRA’s. Sale of this compost is still permitted. It was felt by some committee members that we should try and help plot holders reduce use of peat-based compost. Possibly by holding composting workshops.
Additional note, (post meeting) Mike Gill had ordered black terram plastic. Can this order be cancelled?
Shop rota;
22/12 PG, 29/12 closed. 5/01/2025 ML and MD, 12/01 PS and 19/01 PG
PS reported site walk had been very useful and had helped committee members to get to know each other. CM had proposed a pruning workshop. PS trying to unpick plot agreement between Steve Bowker and Bill Ayre. The leaning garage wall by the Scout Hut gate is a cause for concern and will be raised with CPC. ML asked for PS to let her have the contact details of the two members who offered to help with grant procurement. PS will produce a calendar of work parties to include helping members who need support. It was noted that BC annually rotavated a ladies plot and it was concern that without this support she may give up her plot.
Thanks to RS and MD for working hard to get comparable quotes. They are still waiting for final quotes. It was decided that if quote from alternate insurers is not back by 30th December the SR will renew with existing insurers on a rolling monthly basis. Subject to penalties for early withdrawal.
Items to be included in policies are: buildings, stock (£15K), machinery (including use by plot holders), the tractor(value £3.5k), indemnity insurance for committee members .
Current quotes Existing insurers £605 including DC up from £438
New insurers £314 excluding building cove and tractor.
Since the meeting SR had heard that current insurers will not insure the building as they are classed as unoccupied.
Liability for plot holders equipment stored in garage ned to be clarified. They currently pay £!0 pa for storage.
The committee should make itself more accessible to members. The website to updated and a list of Committee members with posts and plot numbers to be put in DC window. PG will ensure red plot markers are moved as necessary.
Linda Brawn, Greening Chinnor has suggested we join together for first aid training. ML had suggested a trainer used by u3a who did bespoke training. MD said a course had been booked by the Community Garden and suggested all three groups joined forces.
Action ML to find out cost of trainer used by u3a
This was touched on but a programme was not produced
This discussion was deferred
This discussion was deferred
Action ML to book CVH – done.
As stated above the event made a profit. Both the 100 square and ‘meat’ raffle were very successful. The prizes were much appreciated. SR was thanked for proposing the 100 square raffle and executing it and all her hard work in organising the event. SR suggested we repeat the 100 squares at Easter and at the summer barbeque. There were not many people present but those that were enjoyed the event. A poster in the window of DC would be another method of promotion to those who don’t read emails and aren’t on Facebook. Veronica had suggested it would be good to have a monthly social. PG pointed out these had been tried in the past with little success. It was suggested that installing a coffee machine in the shop may be a way of increasing footfall and sociability.
MD pointed out that rules suggest plot holders can ask Committee members for advice. This needs to be reviewed.
Action ML to ask SR in the new year
Action ML to reply to Liz asking for a date and stating that in absence of Chair attendees from CAGA would be SR as an officer, MI and ML
Action ML will contact R&T machinery, is second hand machine still available and if so will they hold it for us. ML then to contact CPC and ask them to purchase it.